Accessing My iDisclose Reports

Sign On

The iDisclose Dashboard

Completing your disclosures of outside activities takes place through the iDisclose Dashboard. Contents in the Dashboard are Entities, Prior Approvals, Disclosure of Activities & Financial Interests and Annual Reports.

Annual Reports will contain your available annual reports to complete and a view of prior year's reports. New employees will see Complete your New Employee Report and current employees will see Start your CY 2014 annual report.

Dashboard Menus & Icons

Entities will display all your entities, active and inactive, that can then be used when completing your disclosures.Prior Approvals will display all disclosures which require prior approvalDisclosure of Activities & Financial Interests will display all disclosuresAnnual Reports will displays a list of options for the current report including Download a PDF and Logout. If you completed a report for the CY 2013, the option to download and view will be available to you. Any reports prior to the CY 2013 reporting will not be available and will be grayed out.

Report Status/Status will display the status of your report, and will include a date stamp.

The Information Bar icons are:

Begins the reporting process and will direct you to the Overview page.

Step 2 - Entities

An entity is an individual, business, institution or organization that you interact with and with whom you have external activities to disclose. Before navigating to the disclosure page, you must have at least 1 Entity within your Entity List and it must be active.

NOTE: As a New Employee you will have no entities displayed. Any entities you add now will be available for your use in the future.

Add an Entity

Click and complete all fields.

Select an Entity Category: For-Profit, Non-Profit or Government

Select an Entity Type: options are based on the Entity Category you selected

Select an Entity Industry: options are based on the Entity Category you selected

Complete Entity Name

Complete the Location - Street Address and City State/Province, Country

Click Save

Edit an Entity

Select an entity currently listed by clicking the check box

Click the Edit button

The information about that entity will be appear in the fields in the bottom half of the window.

Make your changes and select the blue Save button.

Delete an Entity

Select an entity currently listed by clicking the check box

Click on the Trashcan icon in the Action column of the entity you want to delete.

A warning message will be displayed asking you to confirm your action.

Click on the blue Delete button to delete the entity or select Cancel if you change your mind.

Remember, if you simply want to stop an entity from displaying as an option when completing your Disclosure page, Inactivate the entity.

NOTES: About deleting entities:

Entities that are used in a report that has been certified and submitted cannot be deleted. If you choose to delete such an entity it will be made permanently unavailable to you.

Deleting an entity that has never been used in a report is permitted.

If you delete an entity used in a disclosure that is part of your current report, you must either delete the disclosure or add the appropriate entity to it.

Activate/Inactivate an Entity

Remember that entities must be activated in order to use them in your disclosures. This feature is intended to provide you with a way of limiting the number of entities that are available for use in disclosures without needing to delete them.

If the Entity Status shows the Active button, your entity is Active.

To make Inactive, click the Active button.

If the Entity Status shows the Inactive button, your entity is Inactive.

To make Active, click the Inactive button.

NOTES:If you intend to use your entity in order to document future disclosures, Inactive the entity. If you delete, you will not be able to retrieve what has been deleted.

Menus & Icons

Allows you to edit an Entity.

Deletes an Entity.

Allows you to view your Entity within a browser window.

Allow your Entity to be displayed as an option within the Disclosures page.

Prevents your Entity from being displayed within the Disclosures page as an option.

Step 3 - Disclosures

A disclosure contains the details of your activities with an outside entity. The first time you open this window there will be no disclosures to display.

Research related - is this activity related to you sponsored research?

Description of Activity

Amount Paid

Disposition

Kept It, Turned it In, Not Applicable, Other

Duration (in days)

Continue

Yes, No, Not Sure, Not Applicable

Used Vacation - do you use vacation time performing this activity?

Yes, No, Not Applicable

Click Save when done. You will be directed back to the Disclosures page.

Edit a Disclosure

Click on the Pencil icon in the activity column of the entity you are wanting to edit.

The information about that entity will be appear in the fields in the bottom half of the window.

Make your changes and select the blue Save button.

Delete a Disclosure

Click on the Trashcan icon in the Action column of the disclosure you want to delete.

A warning message will be displayed asking you to confirm your action.

Click on the blue Delete button to delete the entity or select Cancel if you change your mind.

Remember, if you simply want to stop an entity from displaying as an option when completing your Disclosure page, Inactivate the entity.

NOTES: About editing and deleting a disclosure:

A disclosure can only be deleted if it is part of a report you are editing.

Similarly, a disclosure can only be edited before you submit your report.

Disclosures in reports that have been certified and submitted cannot be deleted (the trashcan button will be disabled).

Similarly, disclosures cannot be edited if the report has been submitted. The Pencil button will cause the details to be displayed in the bottom half of the window but all fields will be disabled.

Step 3 - Certify

The final step is Certification. You must check each box in order to submit your report; each certification is mandated by the policies described on this page.

Check each certification box. Note: Statement 2 will only be available if you confirmed that you do conduct research as part of your employment within the Overview page, Q4.

The Submit button will activate, and a confirmation message will display.

Once you submit your report, your session in the iDisclose system will automatically end.

If you entered disclosures, you will receive two emails. One indicating your report was received and submitted successfully, and the second email with a PDF attachment of your report. If you did not enter disclosures, you will receive one email indicating your report was received and submitted successfully.

Disclosing as a Current Employee

Step 1 - Start Here

Once signed on, you will see a Welcome message, review and click Continue.

Click Begin for the Task, Complete your CY 2013 report

If you completed a CY 2012 report, you will be given an option to clone last year's report. Cloning last year's report will populate your disclosure information. If you do not want to clone, click Cancel.

Answer the (4) Yes / No questions.

Your relationship with for-profit entities

Your relationship with non-profit entities

Gift reporting as required by the State of Texas

Your conduct of research as part of employment

Click Continue to the Next Step when finished.

If Q1-3 answers are No, this indicates you have nothing to declare. You will advance to Step 4- Certify.

Step 2 - Entities

An entity is an individual, business, institution or organization that you interact with and with whom you have external activities to disclose. Before navigating to the disclosure page, you must have at least 1 Entity within your Entity List and it must be active. If you would like to use an Entity from last year, the Actions column contains options to edit, or to simply view your entity. If you need to add a new entity, click the Add New button, and begin to complete the Add Entity Details page.

NOTE: As a New Employee you will have no entities displayed. Any entities you add now will be available for your use in the future. If you entered disclosures for CY 2012, your entities for those disclosures will be available.

Add an Entity

Click and complete all fields.

Complete Entity Name

Complete the Location - Street Address and City State/Province, Country

Edit an Entity

Click on the Pencil icon in the activity column of the entity you are wanting to edit.

The information about that entity will be appear in the fields in the bottom half of the window.

Make your changes and select the blue Save button.

Delete an Entity

Click on the Trashcan icon in the Action column of the entity you want to delete.

A warning message will be displayed asking you to confirm your action.

Click on the blue Delete button to delete the entity or select Cancel if you change your mind.

Remember, if you simply want to stop an entity from displaying as an option when completing your Disclosure page, Inactivate the entity.

NOTES: About deleting entities:

Entities that are used in a report that has been certified and submitted cannot be deleted. If you choose to delete such an entity it will be made permanently unavailable to you.

Deleting an entity that has never been used in a report is permitted.

If you delete an entity used in a disclosure that is part of your current report, you must either delete the disclosure or add the appropriate entity to it.

Activate/Inactivate an Entity

Remember that entities must be activated in order to use them in your disclosures. This feature is intended to provide you with a way of limiting the number of entities that are available for use in disclosures without needing to delete them.

If the Entity Status shows the Active button, your entity is Active.

To make Inactive, click the Active button.

If the Entity Status shows the Inactive button, your entity is Inactive.

To make Active, click the Inactive button.

NOTES:If you intend to use your entity in order to document future disclosures, Inactive the entity. If you delete, you will not be able to retrieve what has been deleted.

Menus & Icons

Allows you to edit an Entity.

Deletes an Entity.

Allows you to view your Entity within a browser window.

Allow your Entity to be displayed as an option within the Disclosures page.

Prevents your Entity from being displayed within the Disclosures page as an option.

Step 3 - Disclosures

A disclosure contains the details of your activities with an outside entity. The first time you open this window there will be no disclosures to display.

Research related - is this activity related to you sponsored research?

Description of Activity

Amount Paid

Disposition

Kept It, Turned it In, Not Applicable, Other

Duration (in days)

Continue

Yes, No, Not Sure, Not Applicable

Used Vacation - do you use vacation time performing this activity?

Yes, No, Not Applicable

Click Save when done. You will be directed back to the Disclosures page.

Edit a Disclosure

Click on the Pencil icon in the activity column of the entity you are wanting to edit.

The information about that entity will be appear in the fields in the bottom half of the window.

Make your changes and select the blue Save button.

Delete a Disclosure

Click on the Trashcan icon in the Action column of the disclosure you want to delete.

A warning message will be displayed asking you to confirm your action.

Click on the blue Delete button to delete the entity or select Cancel if you change your mind.

Remember, if you simply want to stop an entity from displaying as an option when completing your Disclosure page, Inactivate the entity.

NOTES: About editing and deleting a disclosure:

A disclosure can only be deleted if it is part of a report you are editing.

Similarly, a disclosure can only be edited before you submit your report.

Disclosures in reports that have been certified and submitted cannot be deleted (the trashcan button will be disabled).

Similarly, disclosures cannot be edited if the report has been submitted. The Pencil button will cause the details to be displayed in the bottom half of the window but all fields will be disabled.

Step 3 - Certify

The final step is Certification. You must check each box in order to submit your report; each certification is mandated by the policies described on this page.

Check each certification box. Note: Statement 2 will only be available if you confirmed that you do conduct research as part of your employment within the Overview page, Q4.

The Submit button will activate, and a confirmation message will display.

Once you submit your report, your session in the iDisclose system will automatically end.

If you entered disclosures, you will receive two emails. One indicating your report was received and submitted successfully, and the second email with a PDF attachment of your report. If you did not enter disclosures, you will receive one email indicating your report was received and submitted successfully.